Administrative Assistant - HOA

Castle Management•Naples, FL

About The Position

The Administrative Assistant - Front Desk provides a wide variety of administrative support services for the Homeowners' Association and its management office. The position delivers exemplary service consistent with Castle Group's values and mission and represents Castle Royal Service through outstanding customer service. Duties and responsibilities may change or be supplemented based on organizational needs.

Requirements

High school diploma or equivalent.
At least one year of administrative support or related work experience.
Strong administrative background.
Intermediate command of computer hardware and software, specifically Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, SharePoint, and Teams.
Strong customer service, communication, and interpersonal skills.
Strong conflict-resolution skills, including the ability to handle and diffuse conflict situations.
Ability to work under tight deadlines and use time effectively based on key priorities.
Excellent verbal and written communication skills.
Excellent interpersonal and office-management skills.
Excellent organizational skills and strong attention to detail.
Ability to prioritize tasks in a fast-paced environment.
Ability to learn new technology.
Ability to act with integrity, professionalism, and confidentiality.
Ability to work under pressure, maintain composure, and use good judgment during emergency, difficult, and stressful situations.
Ability to lift 30 pounds while following appropriate safety procedures.
Ability to work seated for long periods; handle, grasp, and feel objects and equipment; reach with hands and arms; type extensively; repeat wrist, hand, and finger motions; and navigate property and buildings.
Ability to detect auditory and visual emergency alarms, hear and respond appropriately to verbal requests in person and over the telephone, and communicate professionally and understandably in person and over the telephone.
Visual ability correctable to 20/20.
A valid driver's license may be required.

Nice To Haves

Fluency in multiple languages is desirable and may be required depending on the community's needs.

Responsibilities

Answer telephones promptly and assist residents with questions and concerns.
Track resident issues so the Property Manager can identify major problems or trends.
Maintain Association files, mail, binders, homeowner rosters, databases, mail instructions, and homeowner files.
Create and post newsletters and notices.
Assist the manager with updating the website as needed.
Assist with reviewing leases, when applicable, and processing new-owner approval and interview packages.
Input, process, and close work orders for landscaping, maintenance, housekeeping, and other services in Town Sq.
Record miscellaneous income in assigned software.
Assist residents with account balance inquiries; research discrepancies; process overpayment refunds; and process owner credits and charges as instructed by the Property Manager.
Understand the ACC process and assist residents with applications.
Assist residents with access-control requests, including new fobs, gate remotes, and transponders.
Follow all safety precautions and procedures while performing duties.
Perform other duties and responsibilities as assigned by the Property Manager.